“In Case of Emergency” (ICE) Procedure

The VBCC Management Committee take our duty of care to our members seriously, aiming to provide a safe, structured and organised cycling club. Unfortunately accidents and other incidents involving cyclists do happen.

As a part of the application procedure for the club we ask for “Emergency Contact” details (which we hope we never need). There’s a reasonably good chance that on a group ride someone may know how to get in touch with a member’s emergency contact, but if this is not the case please use the following ICE procedure.

 Non-injury incidents

Non-injury incidents that occur on a ride may include: punctures, mechanical problems, changes in environmental conditions/sudden adverse weather, sudden illness to a rider or riders. This is not an exhaustive list.

If the incident, such as a puncture or other mechanical issue, can be dealt with at the time so the ride can continue, then deal with it appropriately as a group. Individual riders (on a group ride) should not be left on their own to deal with an incident, except in extreme circumstances (such as another rider must go to get help).

If the incident cannot be dealt with at the road side, the group must work together collectively to ensure that everyone has the means to get home. No individual should be left on their own, especially junior members. Unless the parent/guardian of the junior member is present, more than one adult member must wait and assist the junior member. Help from family, friends, other club members, etc, should be sought if the ride cannot continue, and riders need collecting to get home or to another place of safety.

 Incidents involving an injury or injuries

If the incident involves injury to a VBCC member, another cyclist, or any other person; take the appropriate action to resolve the incident (give first aid, contact the emergency services, etc).

Ensure that any injured person is able to get home, hospital, or wherever needed based on the circumstances.

Serious injuries

If a VBCC member suffers serious injuries on a VBCC “club ride” or other ride arranged through our Facebook page, please inform a member of the committee as soon as practicable. If the injured person is able to contact the committee, then please do so. We keep a log of incidents and will investigate where appropriate to see if there is anything we need to or can do as a club to avoid such future incidents.

Definition of a serious injury: anything requiring advanced medical care (e.g. broken bones, second/third degree road rash, serious ligament damage, traumatic head or spinal injury) or continual medical care immediately after the incident and/or for a prolonged period of time.


Emergency contact details not known

Check to see if the person is wearing an in case of emergency tag.


If the emergency contact details are required from the VBCC membership records, contact either the Club Secretary, Club Welfare Officer or the Vice Chair. Give a full explanation of the circumstances and why the details are needed. A decision will be taken who should, in the circumstances, speak to the emergency contact (this may not be a VBCC member or committee member).

Emergency contact details may need passing to a Police Officer, Ambulance service, hospital staff, etc, dependent upon the circumstances.

 Speaking to an emergency contact

If you are going to give information of an incident to an emergency contact, be prepared for questions. Consider what you are going to say before you speak to them, particularly if the emergency services are involved and further medical treatment is required. Things to be prepared for:

What happened?
Where did it happen?
How is he/she? (Don’t lie.)
How did it happen?
Who was at fault?
What’s happening to him/her now?
Where is he/she going? (Very important to find out which hospital they are going to.)
Who is with him/her?

If the worst happens, and the incident involves life threatening, life altering or fatal injuries, do not speak to the emergency contact. Leave this to the emergency services. Please also contact a member of the committee when you can.

The Club Secretary and Club Welfare Officer are to be informed as soon as possible. The Club Secretary will begin an incident report.